Dealerships are able to scan and archive everything contained in a deal jacket for document retention but must comply with PennDOT requirements.

Paper records of PennDOT documents must be maintained for the first 6 months. After that time, a dealership is able to discard the paper PennDOT documents, retaining the scanned documents.

Requirements for scanned documents include:

·                The images must be easily accessible and available at the location where the transaction was completed.

·                All records must be accessible during regular business hours.

·                Copies must be clear and must be a minimum of actual size.

·                Authorized Agents must follow regulations as to issuance/filing of documents.

·                Authorized Agents must have all supporting documents with the MV-1/MV-4ST/applicant summary sheet.

In addition, the PennDOT scanned images must be available to be retrieved (indexed) under the following categories:

·                Plate number;

·                Date order;

·                Customer name;

·                VIN number;

·                Title number; and

·                Work Identification Number (WID), if applicable.

The authorized agent should check all imaged documents to confirm that the images are clear, legible and free of distortion (image quality).

PennDOT will continue to conduct administrative audits of the Authorized Agents transaction and supporting documentation.

Authorized agents will need to provide access to the electronic images to PennDOT representatives for review during the audit process.